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Home My WebLink AboutPW Conversion 04.08.25-1 Original: City Clerk’s Office DATE 04/08/2025 TO: Matt Horn, Public Works Director City Attorney City Clerk FROM: CIP Engineering Records Custodian, Brian Nelson, Deputy Director/City Engineer SUBJECT: CONVERSION OF HARD COPY TO ELECTRONIC RECORDS In accordance with the City’s Records Retention Policy, certain records have been identified as being eligible for conversion from hard copy to electronic copy and will be maintained with a trusted system as described in the Secretary of State Guidelines for Trustworthy Electronic Document or Records Preservation Standards (Attachment A). Please sign below indicating your approval for the conversion of the listed records. (Legal Analyst Review _________) Department Head City Attorney City Clerk CERTIFICATE OF CONVERSION I, _____________________do hereby attest that the digital copies of the records listed for conversion have been verified as complete, accurate, and legible reproductions of the original(s) in all details. _____________ Attachments: A. List of converted records B. Relevant sections of the records retention schedule Initials Signature of Record Custodian Date Docusign Envelope ID: 6175E43E-AEC2-4FDA-ADB7-256E42E20EF0 4/9/2025 | 12:55 PM PDT Original: City Clerk’s Office Attachment A (Records Conversion List) Record Category ID Record Title Record Origin Year Retention Record Location in Laserfiche Submittals 91312 Notices of Water Service Outage (signed) 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63452#?openmode=PDF Bid 91312 Bid – S. Chaves Construction, Inc. 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63447#?openmode=PDF Bonds 91312 Payment & Performance Bonds 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63445#?openmode=PDF Notice of Completio n 91312 Notice of Completion 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63442#?openmode=PDF Bid Document s 91312 Official S. Chaves Construction, Inc. Response and Appeal of the City’s Determination of “non- responsive” Bid Submitted on July 18, 2019 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63446#?openmode=PDF Insurance Certificate 91312 Certificate of Liability Insurance 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63449#?openmode=PDF Insurance Certificate 91312 Certificate of Liability Insurance 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63443#?openmode=PDF Insurance Certificate 91312 Certificate of Liability Insurance 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63444#?openmode=PDF Insurance Certificate 91312 Certificate of Liability Insurance 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63450#?openmode=PDF Final Pay Estimate 91312 Final Pay Estimate 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63448#?openmode=PDF Bonds 91320 Payment & Performance Bonds 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63999#?openmode=PDF Bid 91320 Bid – Brough Construction, Inc. 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64003#?openmode=PDF Docusign Envelope ID: 6175E43E-AEC2-4FDA-ADB7-256E42E20EF0 Original: City Clerk’s Office Notice of Completio n 91320 Notice of Completion 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63998#?openmode=PDF Map 91320 Centurylink Email and Map 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63997#?openmode=PDF Proposal 91320 Taylor & Syfan Structural Engineering Proposal 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64001#?openmode=PDF Permits 91320 Night Work Permit 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63992#?openmode=PDF Permits 91320 Notice of Exemption 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=63991#?openmode=PDF Permits 91320 Right of Entry 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64002#?openmode=PDF Bid 91438 Bid – D-KAL Engineering, Inc. 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64241#?openmode=PDF Bonds 91438 Payment & Performance Bonds 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64237#?openmode=PDF Insurance Certificate 91438 Certificate of Liability Insurance 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64236#?openmode=PDF Final Pay Estimate 91438 Final Pay Estimate 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64235#?openmode=PDF Notice of Completio n 91438 Notice of Completion 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64234#?openmode=PDF Change Order 91438 Postponement of Contract Time 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64265#?openmode=PDF Submittal 91438 Submittal 1 – Emergency Standby List 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64253#?openmode=PDF Submittal 91438 Submittal 10 – Pipe Fittings and Accessories 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64244#?openmode=PDF Submittal 91438 Submittal 11 – Manholes 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64245#?openmode=PDF Docusign Envelope ID: 6175E43E-AEC2-4FDA-ADB7-256E42E20EF0 Original: City Clerk’s Office Submittal 91438 Submittal 11.1 – Manholes Joint Wrap 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64251#?openmode=PDF Submittal 91438 Submittal 12 – Asphalt 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64248#?openmode=PDF Submittal 91438 Submittal 14 – Slurry 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64249#?openmode=PDF Submittal 91438 Submittal 15 – Sand 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64246#?openmode=PDF Submittal 91438 Submittal 16 – Rock – CalPortland 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64247#?openmode=PDF Submittal 91438 Submittal 16.1 – Rock – Hanson 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64252#?openmode=PDF Submittal 91438 Submittal 17 – Bypass Plan 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64250#?openmode=PDF Submittal 91438 Submittal 2 – Authorized Representative 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64254#?openmode=PDF Submittal 91438 Submittal 3 – Authorized Official 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64255#?openmode=PDF Submittal 91438 Submittal 5 – Equipment List and Rental Rates 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64256#?openmode=PDF Submittal 91438 Submittal 8 – Yard and Disposal Site 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64257#?openmode=PDF Submittal 91438 Submittal 9 – Public Notification 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64258#?openmode=PDF AP Supportin g Docs 91438 Check Collection Form – 06.25.19 2019 AU+5 https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64263#?openmode=PDF AP Supportin g Docs 91438 Check Collection Form – 07.11.19 2019 AU+5 https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64260#?openmode=PDF AP Supportin g Docs 91438 Check Collection Form – 08.16.19 2019 AU+5 https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64261#?openmode=PDF Docusign Envelope ID: 6175E43E-AEC2-4FDA-ADB7-256E42E20EF0 Original: City Clerk’s Office AP Supportin g Docs 91438 Check Collection Form – 09.19.19 2019 AU+5 https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64262#?openmode=PDF Permits 91438 Right of Entry – 1731 Santa Rosa 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64240#?openmode=PDF Bid 91659 Bid – Dahl Air Conditioning, Inc. 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64741#?openmode=PDF Bonds 91659 Performance Bond 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64737#?openmode=PDF Insurance Certificate 91659 Certificate of Liability Insurance 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64745#?openmode=PDF Notice of Completio n 91659 Notice of Completion 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64733#?openmode=PDF Final Pay Estimate 91659 Final Pay Estimate 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64734#?openmode=PDF Permit 91659 Building Permit Inspection Card 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64736#?openmode=PDF Permit 91659 Construction & Demolition Recycling Plan 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64746#?openmode=PDF Permit 91659 Encroachment Permit 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64740#?openmode=PDF Environm ental Docs 91659 SWPPP Inspection Report 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64744#?openmode=PDF Submittals 91659 Emergency Contact List 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64739#?openmode=PDF Notice of Completio n 91619 Notice of Completion 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64857#?openmode=PDF Final Pay Estimate 91619 Final Pay Estimate 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64858#?openmode=PDF Bonds 91619 Performance & Payment Bonds 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64859#?openmode=PDF Docusign Envelope ID: 6175E43E-AEC2-4FDA-ADB7-256E42E20EF0 Original: City Clerk’s Office Submittal 91619 Authorized Representatives 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64860#?openmode=PDF Bid 91619 Bid – Lee Wilson Electric Company, Inc. 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64861#?openmode=PDF Submittal 91619 Contractor’s Emergency Standby for Construction Projects 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=64856#?openmode=PDF Insurance Certificate 91643 Certificate of Liability Insurance 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=65135#?openmode=PDF Insurance Certificate 91643 Certificate of Liability Insurance 2020 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=65137#?openmode=PDF Insurance Certificate 91643 Certificate of Liability Insurance 2021 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=65136#?openmode=PDF Docusign Envelope ID: 6175E43E-AEC2-4FDA-ADB7-256E42E20EF0 Rev. 03-24-2025CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULEpage 2 of 17RECORD TITLETOTAL PERIODOFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORDCODE SECTION REMARKS (and/or notes pertaining to retention time establishment)200 COMMUNITY DEVELOPMENT201 CITY PLANNINGAddress FilesP Planning GC34090Code Enforcement Files P Building GC34090Construction FilesP Building GC34090Construction/Building Permits (numeric) (Building, Signs, Demos, etc. Includes plans for permitted buildings)P Building GC34090, HSC 19850Construction Contracts (including Insurance Certificates) A/E+10Building GC34090, Civ. Code 941Encroachment Permits PEngineering Development ReviewGC34090Flood Elevation Certificates / Flood Maps P Planning GC34090Final Tracts and Minor Subdivisions (includes subdivision improvement agrees; development agrees; in-lieu agrees)P Planning GC34090Home Occupation Permits P Planning GC34090Inspection CardsP Building GC34090Notices of Address Change P Planning GC34090Notices of Determination P Planning GC34090Notices of ExemptionP Planning GC34090Project Files: Administrative Use Permit; Planning Commission Use Permit; Planned Development; Certificate of Compliance; Architectural Review; Architectural Review Minor and Incidental; Environmental Review; General Plan; Specific Plan; Text Amendment; Rezone; City Initiated Rezone; Annexation; Variance; Lot Line Adjustment; Street Name Change; May include plans for permitted buildings if not kept under Construction/Building Permits; OtherP Planning GC34090, HSC 19850Recorded Agreements: Residents/Covenants, Affordability, First-Time Home-Buyer, etc. P Planning, ClerkGC34090 (Filed under 704-06 in City Clerk's office, CDD in Housing Agreement section by property address.)Tentative Tracts and Minor Subdivisions P Planning GC34090Unreinforced Masonry Files (structural analysis) P Building GC34090AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=TerminationDocusign Envelope ID: 6175E43E-AEC2-4FDA-ADB7-256E42E20EF0 Rev. 03-24-2025CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULEpage 11 of 17RECORD TITLETOTAL PERIODOFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORDCODE SECTION REMARKS (and/or notes pertaining to retention time establishment)800 PUBLIC WORKS801 ENGINEERINGContractor Bids (not awarded) CL+2 Public WorksGC34090 Exception: Federally funded: 3 year retention period or as required by the funding authority (see Federal Acquisition Regulation 4.703) Engineering Standards P Public Works GC34090Job Files: Certified payroll; pay estimates; original bid documents; legal ads; preliminary notices/liens; engineer's daily logs or inspector's diaries; DAS13CL+2 Public Works GC34090 Federally funded or as req'd by the federal authorityProject Files: Original specials w/autocad drawings, photos/video tapes for historic value; agreements; CMR/CAR; change orders; env docs; final pay est. w/attach; notice completion; haz waste manifests/transp docs; ins certs; perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty, as-built plans, bids/plans/specsP Public Works GC34090 / CCP337802 STREET ADDRESS FILESFile category eliminated 2025 as all files listed here are copies.803 MASS TRANSPORTATIONLocal-SLO Municipal Bus System - Studies CY+10 Public Works GC34090 Americans with Disabilities Act (Title 6 policy and ADA complaints and requests for accommodations)CY+4 Public Works GC34090Taxicabs, Transportation Network Companies CY+5 Public Works GC34090 Unmet Transit Needs (SLOCOG report on future development of FTIP) CY+10 Public Works GC34090 Federal Transit Grants A/E + 3 Public Works CFR 49, After Federal Transit Administration Triennial Review. State Transit Grants per contract Public Works GC34090 804 PARKINGParking AppealsCY+5 Public Works GC34090Parking CitationsCY+5 Public Works GC34090Parking PoliciesS+5 Public Works GC34090Parking Structure Video Monitoring CY+1 Public Works GC34090.6(a)806 DISTRICTSBenefit DistrictsCL+10 Public Works/Clerk GC34090 Note: original documentation in City Clerk's OfficeUnderground Utilities T+10 Public Works GC34090807 SURVEYINGGeneral Information (survey notes, vertical benchmarks, horizontal datum calibration, etc., does not include project application materials submitted prior to approval ) (County holds permanent record for real property)CY+2 Public Works GC34090808 MAPPINGAerial Photos (pre-1990 physical pictures) (otherwise see 901 Data Backups, GIS related files)P IT GC34090 (determined to be of historic value)AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=TerminationDocusign Envelope ID: 6175E43E-AEC2-4FDA-ADB7-256E42E20EF0